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Ê		 CLUB CONSTITUTION AND BY-LAWS

Last revision: February 15, 2002 
ARTICLE I--Name 

This organization shall be known as the Wolfville and Area Newcomers Club.

ARTICLE II--Purpose

The Wolfville and Area Newcomers Club is organized to provide an opportunity for members to become acquainted with others in the community. As well, it serves as a useful tool to promote the area and to encourage its members to participate in community events.

ARTICLE III--Membership and Dues

 

      Section 1: To be eligible for regular membership, a person must:

    1. submit dues for the current year;
    2. have resided in Wolfville, Kentville and surrounding area for less than five years prior to their registration for membership;
    3. have been a regular member for no more than five years.
      4.
 

      Section 2: To be eligible for associate membership, a person must:

    1. submit dues for the current year;
    2. not be eligible for regular membership;
    3. feel that they can benefit from the club's activities or, be someone who can be of benefit to the club.
      4.
 

      An associate member may not vote or hold office, but they may take part in all other club activities. 

      Section 3: Dues, payable upon becoming a member and annually thereafter on the anniversary date of the original membership, shall be set by the executive and presented to the membership in the annual budget. 

      Section 4: A newcomer may attend any two club activities before joining the club. 

      Section 5: Prepayment will be necessary from individual members in situations where reservations are made on their behalf.  

      Section 6: A member may be expelled from membership upon a unanimous vote of the Executive Board. 

      Section 7: The membership list MUST NOT be used for any purpose other than the activities of this club.

ARTICLE IV--Meetings

 

      Section 1: General meetings of the club will be held once a month on a date set by the Executive Board except in June, July and August. 

      Section 2: Special meetings of the membership may be called by the President or by five regular club members. 

      Section 3: Meetings of the Executive Board shall be on the call of the President. The final executive meeting of the year shall be attended by both the outgoing and incoming Executive Boards, at which time all records shall be turned over to the new board. 

      Section 4: For the executive board committee meetings, a majority of the members shall constitute a quorum. 

      Section 5: For regular monthly meetings and annual general meetings, 20% of the voting body, including at least four executive board members, shall constitute a quorum.

ARTICLE V--Executive Officers

 

The executive officers of the club shall be: President, 1st Vice-President, 2nd Vice-President, Treasurer, Secretary, Web Master, and Membership chairperson. The Past-President and the area Welcome Wagon Representative may be invited by the President to attend executive meetings. If so, the Past-President and Welcome Wagon representative act only in an advisory capacity and are non-voting members of the board. 

The club shall be governed by an Executive Board, which shall be the elected officers, two appointed directors-at-large and the appointed chairpersons of the standing committees.

ARTICLE VI--Duties of Elected Officers

 

      PRESIDENT: The President shall preside at all meetings of the club and the Executive Board. He/She shall appoint chairpersons for the standing committees. 

        1ST VICE-PRESIDENT: The 1st Vice-President shall be responsible for planning the program, and  shall assist the President and assume the President's duties when necessary. 

        2ND VICE-PRESIDENT: The 2nd Vice-President shall be responsible for the chairpersons of the special interest groups, and shall assume the duties of the President or 1st Vice-President, in their absence. 

      SECRETARY: The Secretary shall keep a written record of all regular and called meetings, and shall  answer all club correspondence. 

      TREASURER: The treasurer shall be the custodian of all monies of the club. All funds shall be deposited in a qualified financial institution, with the Treasurer and either of the President or 1st Vice-President as co-signer. He/She shall collect all dues, pay all the bills authorized by the club or executive board, and make a written report of all receipts and expenditures of the club at each meeting. He/She will, with the aid of the executive, establish a budget.  

      WEB MASTER: The web master shall be responsible for creating and maintaining the web site for the club including the interest group sub pages and the calendar of events.  

          MEMBERSHIP CHAIRPERSON: The Membership Chairperson shall follow up by phone on all names of prospective members that he/she is given, and invite them to join the club. He/She shall keep a file of all regular, associate, inactive and prospective members. He/She shall also be responsible for the membership roster.  

ARTICLE VII--Elections  

      Section 1: A nominating committee of three members (can include the Past-President and one member of the current executive) shall be appointed by the President at the February meeting. They shall nominate a slate consisting of one candidate for each office at the April meeting. Additional candidates may be nominated from the floor, with the expressed approval of the nominee, provided the candidate's name has been submitted in writing to the nominating committee at least two weeks in advance of the April meeting. In addition, the Executive Board shall appoint two directors-at-large 

      Section 2: In order to vote, one must be a paid-up regular member. 

      Section 3: A majority of those members present and voting shall be sufficient to elect officers of the executive board at the April meeting. Voting shall be by secret ballot, if there is more than one nominee for any office.  

      Section 4: Officers shall be elected for a one-year term and shall hold office for the ensuing fiscal year. It is recommended that no officer serve two terms in succession in the same office.  

      Section 5: Vacancies, for the remainder of the term, shall be filled by the executive.

ARTICLE VIII--Standing Committees

 

        Hospitality Chairperson: The hospitality chairperson shall welcome new members and guests at the monthly meetings, and shall arrange all special social functions (example: pot luck dinners) decided on by the executive. He/She shall also be responsible for organizing a Telephone Committee. 

        Publicity Chairperson: The publicity chairperson shall arrange all press releases and TV and radio publicity and be responsible for updating members on club activities. 

        Social Chairperson: The social chairperson shall arrange refreshments for the monthly meetings. He/She shall be responsible for maintaining the club scrapbook.

ARTICLE IX--Activities

 

      Section 1: Members, who are interested, may form a special interest group upon application to the 2nd Vice-President and by approval of the Executive Board.  

      Section 2: Each special interest group shall be in keeping with the objectives of the club and shall establish guidelines that do not conflict with the By-laws of the club. 

      Section 3: Each special interest group shall have a convenor, and shall be self-supporting. 

      Section 4: No special interest group may exclude any member who wishes to join.

ARTICLE X--Dissolution
 

Upon dissolution, assets which remain after discharging all of the liabilities, shall be turned over to a charity to be determined by the executive.

ARTICLE XI--Notices

Any notice to, or communication with, members may be given by electronic means.

ARTICLE XII--Amendments

 

The Constitution and By-laws may be amended at any annual general meeting by two-thirds (2/3) vote of the members present. Notice of amendment must be given in writing, at least two weeks prior to the meeting at which the voting will be done.